Document Records

What this page describes is the mechanism. The specific kinds — document types, fields, statuses — are defined for your organization; yours may differ. See the entity system.

A document in CityScreen Deals is a record whose structure is defined by the administrator. Contracts, invoices, acceptance acts, and any other kinds of documents are document types the administrator creates. What document types your organization has, what fields they carry, and how they are used depends entirely on how the administrator has configured the platform through the entity type system.

What a record stores

Every document type is an entity type belonging to the Document super type. The administrator creates document types, defines their fields, and optionally attaches templates for producing formatted output.

A document record carries:

  • a name,

  • an author — the employee who created the record,

  • an assignee — the employee responsible for the document (optional),

  • one or more employee groups that share access,

  • a document type — the entity type this record belongs to,

  • custom fields — whatever the administrator has defined for this document type,

  • a description (optional).

Numbering, statuses, and signatures

Numbering

Sequential numbers on contracts or invoices are kept in a field the administrator defines and filled in manually or computed with an expression.

Approval status

Document statuses are kept in a field the administrator defines, typically a set or a link to a directory. Transitions are made manually or by a business process.

Signature

Documents are signed outside CityScreen Deals. Generate the document from a template, sign it, and upload the signed scan as a file attachment.

Browsing and filtering

In the Documents section you can:

  • browse documents by type, with filters over each type’s custom fields,

  • create documents and fill their fields,

  • link documents to counterparties, deals, and directory values,

  • attach files,

  • export the filtered list to XLSX (runs in the background).

Visibility and access

Document visibility follows assignment: employees see documents where they are the author, the assignee, or where the document is shared with their employee groups — unless their permissions grant organization-wide access.

Document changes feed the process engine — business processes can react to documents being created or updated. See process automation.

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